About Records Schedules A "records schedule" identifies records as either temporary or permanent. All Federal records must be scheduled (44 U.S.C. 3303) either by an agency schedule or a General Records Schedule (GRS). All records schedules must be approved by the National Archives and Records Administration (NARA).
A records schedule provides mandatory instructions for the disposition of the records (including the transfer of permanent records and disposal of temporary records) when they are no longer needed by the agency. As part of the ongoing records life cycle, disposition should occur in the normal course of agency business. Subject correspondence should be cut off on at least an annual basis to facilitate transfer of inactive files to an authorized records retention facility and to permit the establishment of new files.
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Obtaining Records Disposition Authority
For guidance on how to schedule or inventory records, visit:
NARA Records Management, FAQs
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Implementing Records Schedules
Subject files, which have been closed for one year, and that have at least 12 months until final disposition, should be retired to an approved records facility.
Case files should be cut off at the end of the year in which the case is closed and retired to an approved records facility. (A large volume of case files may require cut off on a quarterly or monthly basis.)
Final disposition of permanent records can include transfer of ownership to the National Archives and Records Administration or transfer of ownership to another Federal agency.
Temporary records are destroyed at the end of the authorized retention period.
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General Records Schedules (GRS) are issued by the Archivist of the United States to provide disposal authorization for temporary administrative records common to several or all agencies of the Federal Government. They include records relating to civilian personnel, fiscal accounting, procurement, communications, printing, and other common functions, and certain nontextual records. In 1978, use of the GRS was made legally mandatory (44
U.S.C. 3303a). Agencies desiring authority to deviate from the disposition instructions prescribed in the General Records Schedules MUST request this authority from NARA, in accordance with 36
CFR 1228.42(B).
Subject
Index. Provides the GRS reference (Schedule and Item Number) for administrative records.
Forms
Index. Provides the GRS reference (Schedule and Item Number) for Standard and Optional Forms.
Introduction to the General Records Schedules
Schedule 1. Civilian Personnel Records
Schedule 2. Payrolling and Pay Administration Records
Schedule 3. Procurement, Supply, and Grant Records
Schedule 4. Property Disposal Records
Schedule 5. Budget Preparation, Presentation, and Apportionment Records
Schedule 6. Accountable Officers' Account Records
Schedule 7. Expenditure Accounting Records
Schedule 8. Stores, Plant, and Cost Accounting Records
Schedule 9. Travel and Transportation Records
Schedule 10. Motor Vehicle Maintenance and Operations Records
Schedule 11. Space and Maintenance Records
Schedule 12. Communications Records
Schedule 13. Printing, Binding, Duplication, and Distribution Records
Schedule 14. Information Services Records
Schedule 15. Housing Records
Schedule 16. Administrative Management Records
Schedule 17. Cartographic, Aerial Photographic, Architectural, and Engineering Records
Schedule 18. Security and Protective Service Records
Schedule 19. RESERVED
Schedule 20. Electronic Records
Schedule 21. Audiovisual Records
Schedule 22. Inspector General Records (WITHDRAWN) See N1-016-00-3 Disposition of USDA Inspector General Records
Schedule 23. Records Common to Most Offices Within Agencies
Schedule 24. Information Technology Operations and Management Records
Schedule 25. Ethics Program Records
Schedule 27. Records of the Chief Information Officer
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Record Group |
Agency |
007 |
Entomology and Plant Quarantine, Bureau of (1863-1956) |
008 |
Agricultural Engineering, Bureau of (1894-1941) |
016 |
Agriculture, Office
of the Secretary of (also, see
1839-1981)
|
017 |
Animal Industry, Bureau of (1864-1962) |
033 |
Extension Service (1888-1991) |
054 |
Plant Industry, Soils, and Agricultural Engineering,
Bureau of (1879-1972
) |
083 |
Agricultural Economics, Bureau of (1876
- 1961) |
095 |
Forest
Service (also, see
1870-1998) |
096 |
Farmers Home Administration (1918-1980) |
097 |
Agricultural and Industrial Chemistry, Bureau of (1862-1962) |
103 |
Farm
Credit Administration (removed from USDA 1971) |
114 |
Natural
Resources Conservation Service (also see
1875-1977) |
124 |
Surplus Marketing Administration (1933-1943) |
136 |
Agricultural
Marketing Service (also see
1887-1968)
|
145 |
Farm Service
Agency (also see
1904-1978) |
152 |
Dairy Industry, Bureau of (1907
- 1956) |
161 |
Commodity Credit Corporation (1933-1988) |
164 |
Cooperative State Research Service (1888-1989) |
166 |
Foreign Agricultural Service (1901-1976) |
176 |
Human Nutrition and Home Economics, Bureau of (1904-1960) |
221 |
Rural Electrification Administration (1934-1973) |
224 |
Labor (War Food Administration), Office of (1941-1947)
|
258 |
Federal Crop Insurance Corporation (1936-1958) |
310 |
Agricultural Research Service |
314 |
Agricultural Cooperative Service (1948-1951) |
354 |
Economic Research
Service (also, see
1934-1978) |
355 |
National Agricultural
Statistics Service (also, see
1909-1991) |
445 |
Rural Development
Service |
462 |
Food and Nutrition Service (see
1906-88) |
462 |
Food
Safety and Inspection Service |
463 |
Animal and
Plant Health Inspection Service (also, see
1868-1981) |
540 |
Cooperative State Research
Education, & Extension Service |
545 |
Grain Inspection,
Packers and Stockyards Administration |
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We welcome your comments and suggestions about these
pages. For information related to the USDA Records Management
Program, please contact Colleen
Snyder.
http://www.ocio.usda.gov/records/schedules.html
|